Claim Travel Types: Explanatory Note

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1 How to submit a travel and subsistence claim 1. Log in to travel and subsistence online: 2. Fill out the online claim form in Draft mode, (important) ensuring you use the TAB key to move between each field. 3. Review your claim. 4. Submit your claim for approval. 5. IMPORTANT: Print out your claim. 6. IMPORTANT: Place claim printout, with any receipts, inside an official NUI Galway expense claim envelope and post to the Payments Office, NUI Galway. Insert only one claim per envelope. Envelopes should be available from your office administrator or mary.halpin@nuigalway.ie. Note: Failure to adhere above could result in significant delays in processing the claim. Claim Travel Types: Explanatory Note In making a claim and selecting a Travel type, remember that University policy is to reimburse employees only for reasonable and properly incurred costs which they have defrayed from their own resources, on behalf of the University. A claim can be one of three travel types outlined below: Conference Rates & Vouched Expenses* Should be selected for claims that have a combination of conference attendance costs and related vouched expenses incurred e.g. Taxis, Travel. If the conference fee includes accommodation & meals, then per diem rates may NOT also be claimed. Subsistence Rates & Vouched Expenses* Should be selected for claims that have a combination of subsistence per diem rates (5 hour, 10 hour, 24 hour allowances) and vouched expenses incurred e.g. Taxis, Travel. If accommodation and/or meals are provided by the host, or at the event attended, then you must indicate this, so that a deduction will be made from the per diem rate. Vouched Expenses* Is the DEFAULT travel type and should be selected for claims that include vouched expenses incurred but Conference/Subsistence rates are not being claimed. To allow for accurate reporting the vouched expense types are broken down into Within Ireland, Outside EU, Within EU. * Claimants should usually provide receipts for any vouched expenses (with the exception of a kilometre expense). There is a checkbox for each vouched expense, except for kilometres, to indicate whether a receipt was provided.

2 1. Log in to travel and subsistence online: - Click the link - At the login screen enter the following and click Login: User name: Client: Password: Enter your six digit payroll number Enter U1 Enter your travel & subsistence (Agresso) password

3 2. Fill out the online claim form in Draft Mode - From the options menu located on the bottom of the left hand pane click Time and Expenses. - Under the top left Time and Expenses window click Expenses -> Travel Expenses

4 - To give you full visibility of the claim window you can minimise the Time and expenses window by clicking the chevron << symbol. - Populate the fields as outlined below. Important: Use the TAB key to move between fields The system will, on occasion, perform calculations e.g. currency conversion/kilometre rates. To ensure these are carried out and that fields are updated accurately with your entries use the TAB key on your keyboard to move from one field to another. You can still use the mouse to click back into any field if you need to. Travel Type Choose from dropdown list (see explanatory note at start of this document). For this document the example claim travel type is Subsistence Rates & Vouched Expenses. Purpose of Trip(s) Enter brief summary of trip and date e.g. Dublin IUFU meeting 23/06/2010 Note this entry must be unique for each claim. Comment Enter more details, expanding on Purpose of Trip(s). - Once finished here click the Next step button

5 As this claim has both subsistence and vouched expenses the next tab that appears (2 - Travel) is for calculating subsistence. Subsistence is calculated automatically for you based on the country/city you visited and the time spent there. There are different rates depending on the destination and these are automatically applied by the system. Destination Meals Provided Choose the country and city from the dropdown list (Optional) If your trip was in Ireland, and you had any meals provided, there is an option to record any meals provided and the system will adjust the subsistence amount accordingly. - Once finished here click the Next step button - Review the confirmation popup relating to meals provided and allowance nights. - Click OK to confirm the details are correct and click the Next step button.

6 The next tab (3 - Expenses) is to record vouched expenses, the amount incurred and whether a receipt was provided. In this example you can see that the subsistence (two x 24 hours) from the previous step has already been populated. To add a vouched expense item click on the Add button under Expense Items. Under Expense Details choose the Expense Type from the drop down menu that appears to the right.

7 For all of the expense types complete the applicable fields as follows: Date Enter the date the expense was incurred. Description Enter details of the expense. No. Km/Base Amount* The cost of the expense, except in cases of a KM expense for which you enter the number of KMS. Currency Default is EUR*. Curr. Amount Cannot be modified; displays amount of the expense in the chosen currency. Amount Cannot be modified; displays amount of the expense in Euro. Receipt Provided Tick the checkbox if you have provided a receipt for the vouched expense. *Very Important: Technical Issue Around Currency Conversion To select a currency other than EURO please ensure you use the TAB key to move from the No. km/base Amount into the Currency field. Then click the button to search for the list of currencies (three letter codes e.g. USD for US Dollars. If you don t TAB into the currency field the claim will crash and you will lose all your information. Example of adding a vouched expense Rail & Ferry Travel

8 - To add another expense click the Add button. - To delete an existing expense tick the check box beside the expense and click Delete. - To edit an existing expense double click the item. Example of adding a vouched expense Kilometres Traditionally termed mileage this expense item does not currently require a receipt. - Click the Add button and from the Expense type dropdown choose Kilometres (a) Standard University km rates. - Enter the details for the kilometres expense as follows overleaf:

9 Date Enter the date the kilometre expense was incurred. Description Enter start and end destination, state if single or return. No. Km/Base Amount* Enter the total number of kilometres travelled and TAB into the next field. Rate Cannot be modified; system applies the appropriate rate** Amount This displays the amount of the kilometre expense (in Euro). Receipt Provided Not currently required for kilometre expenses. - To add another expense click the Add button. - When finished adding expense items click the Next step button. ** The kilometer rates are set out by the Finance Resource Committee of NUI Galway as part of the Travel and Subsistence policy

10 3. Review your claim The next tab (4 - Summary) summarises your claim. To amend the claim, click on any of the tabs. 4. Submit your claim for approval - Review the claim and when satisfied change Status from Draft to Ready and click Save. Note: In some cases the default subaccount, termed Subacc, (D0820 in this example), also referred to as budget code/cost centre/project code, may need to be changed for some or all expenses in a claim. For details on how to do this click this link. - After saving, a green notification is displayed at the top of screen with a Transaction number. - You can make a note of this number for future reference. - If you accidentally submit a claim contact the approver asap and ask them to reject the claim.

11 VERY IMPORTANT To complete the process you MUST print off a copy of the claim form and include it along with any receipts in the NUI Galway Expense Claim Envelope (see steps 5 and 6). 5. Print out your claim To print a copy of your claim form click the Print Preview button resulting claim form. and print the Sample Claim Form Note: Signatures are not required unless requested by the approver.

12 6. IMPORTANT: Submit claim printout, along with any receipts required, inside an official NUI Galway expense claim envelope and post to the Payments Office, NUI Galway. Please insert only one claim per envelope and ensure the claim has been approved online by the approver before sending the paperwork. Note: Failure to adhere above could result in significant delays in processing the claim. Log Off Travel & Subsistence If you minimised the left hand menu initially, you will need to expand it by clicking on the chevron >> symbol at the top left of the screen. From the main menu on the left select the Log off button located under NUI GALWAY COMPANY. (NUI GALWAY TEST (UAT) COMPANY was used for this document).